Privacy Policy for Man And A Van Elephant And Castle

Last updated: 20 June 2026

This Privacy Policy explains how Man And A Van Elephant And Castle collects, uses, stores, shares, and protects personal data when providing removal, delivery, packing, transport, and related moving services. It applies to all Man And A Van Elephant And Castle customers in the Elephant and Castle area, including individuals, households, landlords, tenants, and business customers who use our services within the locality.

We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man And A Van Elephant And Castle acts as the data controller for the personal data we collect and use in connection with our services. This means we determine why and how your personal data is processed.

This Policy covers data collected through booking enquiries, service delivery, payment processing, communications, complaints handling, and any other interaction you may have with us in relation to our services.

2. Personal Data We Collect

We only collect data that is necessary for providing and managing our services. The types of personal data we may collect include:

Identity data such as your name, title, and, where relevant, business name.
Contact data such as your address, telephone number, email address, and moving location details.
Booking information including requested dates, service type, property access information, and inventory details.
Payment data such as payment confirmation, billing information, and limited transaction details.
Service notes including special handling instructions, parking considerations, and access requirements.
Communication records including emails, messages, call notes, and complaint correspondence.
Technical data where you interact with us electronically, such as basic device or usage information, if applicable.

We do not intentionally collect special category data unless you choose to provide it to us in exceptional circumstances. Special category data may include information about health, religion, ethnicity, or other sensitive matters. If such information is shared, we will only process it where necessary and where a lawful condition applies.

3. How We Use Your Data

We use personal data to operate our business and deliver our services effectively. The main purposes include:

Handling enquiries and providing quotations.
Booking, scheduling, and completing moving or transport services.
Communicating with you about your service requirements.
Arranging payments, issuing invoices, and maintaining accounting records.
Managing customer service issues, claims, and complaints.
Improving service quality, planning routes, and ensuring operational efficiency.
Meeting legal, tax, accounting, and regulatory obligations.
Preventing fraud, misuse, and unauthorised access to our systems or services.

We will only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for another compatible purpose and the law allows it.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the circumstances, our lawful bases may include:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes managing your booking, carrying out moving services, and taking payment.

Legal Obligation

We may process data where required to comply with laws relating to taxation, accounting, insurance, transport, and record-keeping.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your interests and rights do not override those interests. Examples include service improvement, internal administration, fraud prevention, and maintaining business records.

Consent

In limited situations, we may rely on your consent, for example where you choose to provide optional information or agree to a specific use. You can withdraw consent at any time, without affecting processing that occurred before withdrawal.

Vital Interests

In rare cases, we may process data to protect someone’s vital interests, such as in an emergency or serious safety situation.

5. Data Sharing and Processors

We may share personal data only when necessary and with appropriate safeguards in place. We do not sell your personal data. We may share information with trusted processors and service providers who help us operate the business. These may include:

Payment processors for taking and recording payments securely.
Accounting and bookkeeping providers for tax and financial administration.
IT and cloud service providers for storage, communications, and system support.
Customer relationship or booking systems used to manage enquiries and appointments.
Insurance providers where required for claims handling or policy administration.
Professional advisers such as legal or financial advisers, where necessary.

We may also share data with authorities, regulators, law enforcement, or other third parties where required by law, to protect our rights, or to respond to lawful requests.

All processors are required to handle personal data only on our instructions, use appropriate security measures, and comply with data protection law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes set out in this Policy and to satisfy legal or operational requirements. Retention periods may vary depending on the type of information and the reason it was collected.

Booking and service records are usually retained for a period needed to manage the customer relationship and resolve queries.
Financial and tax records are retained for the period required by law and accounting practice.
Complaint or claims records may be retained for longer where needed to manage disputes or insurance matters.
General correspondence is retained only as long as needed for administration and service support.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

7. International Transfers

Some of our processors or systems may be located outside the UK. If personal data is transferred internationally, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections, so that your data remains protected.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful management of records. While no system is completely secure, we take reasonable steps to reduce risks and protect your information.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits, these may include:

Right of access – to obtain a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit the processing of your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the time limits required by law.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is provided by an adult customer as part of a household move or similar service arrangement. If we become aware that data has been collected improperly, we will take appropriate steps to delete it where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published. We encourage customers in the Elephant and Castle area to review this Policy periodically so they remain informed about how we handle personal data.

12. How We Apply This Policy

This Privacy Policy applies to all personal data processed by Man And A Van Elephant And Castle in connection with services provided in the area. Whether you are requesting a quote, arranging a move, receiving packing assistance, or communicating with us about a service issue, your personal data will be handled in line with this Policy and applicable data protection law.

By using our services, you acknowledge that we may process your personal data as described here, subject always to your rights under UK GDPR and other applicable legislation.